(Updated: 9/15/2018)

2003 REQUEST FOR FULL PROPOSALS (STEP 2)

FREQUENTLY ASKED QUESTIONS (FAQs)

BUDGET AND SCOPE OF WORK

The Contract Cookbook says to “Include a statement in the introductory paragraph of the task to explain the reason for the task,” but the example given does not show what is meant.

The first couple of sentences of each task should concisely describe what the overall task will do. Do not be too concerned about using action verbs at this point, though they will help you be concise. The subtasks must be short and must start with action verbs.

Scope of Work Item 2: It says do not describe Tasks 1, 2, 3, and Final Task because SWRCB has standard language. So for completeness should we include these Tasks and correct wording (where do we get this from?) or leave it out altogether from the proposal? If left out then our Scope of work would only discuss Tasks 4 to ??.

Your scope of work should just list tasks 1, 2, 3 and the final task but not include language. You should provide detailed descriptions of the tasks in between (Tasks 4 through??).

To what extent do applicants need to show the details of their budget? For example, for travel costs, do they need to show the travel expenditures of their consultants, or just the travel costs of the applicants?

The categories are Personnel Expenses, Operating Expenses, Travel, Equipment, Supplies, Professional and Consulting Services, Contract Laboratory Services, and Construction. Travel expenditures of a consultant would be included in the Professional and Consulting Services category, but travel expenses of the applicant would be included in the Travel category. It is not necessary to list a dollar figure for each type of operating expense so they can say:

Operating Expenses (Postage, paper, typewriter, etc.) $30,000

However, they do need to describe each piece of equipment purchased and list its individual cost. Equipment is defined as an item costing over $5,000. Anything under $5,000 is considered an operating expense.

Would a subcontractor who is going to do a scientific literature search be listed under Professional Services in the line item budget?

Yes.

How do you explain task assumptions for the boilerplate tasks that the project proponents have not even seen yet?

Explain how you figured the budget for these tasks, for example in project administration, explain how many staff hours are required for administration and their salaries/time base by title.

Can I change my project budget (to an increase) in my proposal?

Yes the budget can be increased, and while all budgets should be clearly justified in the proposal, any increase greater than 15% should be clearly explained in the narrative.

The budget I am preparing will be based on the current prevailing wage, however, actual costs will likely change during the term of the contract. Can I receive additional funding if the prevailing wage increases significantly over the current rate?

The final contract dollar amount cannot be increased. There may be an opportunity to amend the contract and readjust the scope of work and line item budgets to cover some of the changes, but the decision must be made project by project and must not significantly change the overall results of the project. The project director is ultimately responsible to insure that the project is completed and may in effect be required to absorb some additional costs.

Where can I find information on Prevailing Wage?

These sites may help:

Department of Industrial Relation, Division of Labor Statistics and Research page at: .

State of California Employment Development Department website: .

There appears to be an error on the Task Budget form (Guidelines, p. 19). The draft and final report each have a line for a cost, even though one is a subtask of the other. Isn't the Task Budget for COMPLETE tasks only?

You are correct. The draft and final report costs should be included as a single item on the Task Budget.

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